Tender for Electronic document management system

Tender for Electronic document management system

UK-London: document management system. 2012/S 82-134336

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Great Ormond Street Hopsital NHS Foundation Trust
Great Ormond Street
Contact point(s): Kim Hillman
WC1N 3JH London
UNITED KINGDOM
Telephone: +44 2078298667
E-mail: kim.hillman@gosh.nhs.uk
Fax: +44 2072424901

Internet address(es):

General address of the contracting authority: www.gosh.nhs.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

Health
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Electronic document management system.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
NUTS code
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

Document management system. Scanner software package. Scanning services. Document management software development services. Document management services. Imaging and archiving system. Great Ormond Street Hospital NHS Foundation Trust wish to procure a scanning solution to digitise and appropriately index all active patient medical records on-site and to provide them in appropriate electronic format for import into the chosen electronic document management solution.
The Trust will look at a solution for Bulk Library scanning of approximately 100 000 records. Tender responses will only be considered from suppliers who can evidence documented experience with Health Records in the UK. Knowledge and experience of associated governance issues relating to the digitisation of medical records in general, and within the NHS specifically, is required. Management of the full end-to-end process (from file preparation and scanning to confidential and secure destruction) is required. Ability to evidence appropriate document destruction on a file-level basis is a requirement.
The Trust also have a requirement to procure an electronic document and records management system (EDRMS) to store, index, manage and rapidly retrieve scanned documents and other unstructured information comprising the patient record. Services required in addition to software will include project management, implementation, integration management and training services.
The Trust particularly wishes to ensure that clinicians are provided with a variety of document management capabilities that will mirror the complex ways that they currently access, manage and append information to health records and believes that this is best provided through the implementation of a ‘clinical portal’ through which users can access all electronic patient information whether it is held on the EDRMS or on other Trust systems.
II.1.6)Common procurement vocabulary (CPV)

48311100, 48318000, 79999100, 72212311, 72512000, 48329000

II.1.7)Information about Government Procurement Agreement (GPA)
II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Lot 1 – scanning services.
Lot 2 – electronic document management system.
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 84 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Document scanning

1)Short description

See Section II.1.2.
2)Common procurement vocabulary (CPV)

79999100

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Electronic document management system

1)Short description

See Section II.1.5.
2)Common procurement vocabulary (CPV)

72512000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Bidders may bid for 1 or both lots. If a contract is awarded to a consortium, applicants will be required to nominate a lead service provider with whom the awarding authority can contract, or form themselves into a single legal entity before the contract is awarded.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

Deposits and guarantees may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

To be advised as part of the process.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and several liability. If a contract is awarded to a consortium, applicants will be required to nominate a lead service provider with whom the awarding authority can contract, or form themselves into a single legal entity before the contract is awarded. The awarding authority may award more than 1 contract and these may be for all, or part only, of the services/products required.
III.1.4)Other particular conditions
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
A full list of the Regulation 23(1) and 23(2) criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr.

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last 3 financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(a) A list of the works carried out over the past five years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct;
(b) A list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: – where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority, – where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator;
(c) An indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
(d) A description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities;
(e) Where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body’s agreement, on the production capacities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate;
(f) The educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
(g) For public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
(h) A statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last 3 years;
(i) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract
(j) An indication of the proportion of the contract which the services provider intends possibly to subcontract;
(k) With regard to the products to be supplied: (i) samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests; (ii) certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.
To be advised at PQQ stage.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

competitive dialogue
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates: To be advised as part of the process.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

31.5.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

Any specifications and additional documents will only be issued to the bidders selected at PQQ stage.
Tenders and all supporting documentation must be priced in sterling and all payments will be made in Sterling. Expressions of interest which are submitted without the information requested may not be considered. The awarding authority reserves the right not to proceed with the process at any stage of the procurement process and shall not be responsible for any abortive bid costs incurred. The Trust reserves the right to award contracts to more than one bidder and to split the award. GO Reference: GO-2012423-PRO-3875133.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Great Ormond Street Hospital for Children NHS Foundation Trust
UNITED KINGDOM
Telephone: +44 2078298667

Body responsible for mediation procedures

Great Ormond Street Hospital for Children NHS Trust
UNITED KINGDOM
Telephone: +44 2078298667

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Trust will incorporate the mandatory 10 day standstill period prior to any contract being awarded.
VI.4.3)Service from which information about the lodging of appeals may be obtained

Great Ormond Street Hospital for Children NHS Foundation Trust
UNITED KINGDOM
Telephone: +44 2078298667

VI.5)Date of dispatch of this notice:

23.4.2012